Rotary International District 5100
Youth Exchange Committee (2012-13)
Located in Northern Oregon and Southern Washington, USA
www.youthexchange5100.org
“The Future of Rotary is in Your Hands”
Guidelines for Youth Exchange Emergencies
Although they are rare, unfortunate situations do occasionally arise during Youth Exchange
activities. Preparation for any possibility is an essential part of a Youth Exchange program.
How the student’s family and the media perceive that the emergency was handled will have
a direct impact on the program. The following guidelines outline how to prepare in advance
for a possible emergency, the individuals to contact should an emergency occur, and the
steps to follow during an emergency.
Each Rotary club hosting a Youth Exchange student should have a small committee to help
share the work in the event of a tragedy. Suggested committee members are the host parents,
the club Youth Exchange chairperson, the club counselor, and the club president.
Tips for emergency preparedness:
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The club counselor or designated Rotarian should keep the student’s passport and
emergency fund readily available at all times. Store these items in a safe place so
that they can be accessed 24 hours a day if necessary. The student, club officials and
the host parent should receive a copy of these documents.
The district Youth Exchange officer/country officer should keep the original airline
ticket and copy of all current documents relevant to student’s Passport and
emergency fund.
The district Youth Exchange officer/country officer should obtain consent from the
student’s parents or legal guardians to reissue a student’s passport in the case it is
lost, stolen, or inaccessible at time of departure.
The district Youth Exchange officer/country officer should share with the
sponsoring Youth Exchange officer and the hosting club YE chairperson the
student’s itinerary and know who will meet the student at the airport upon arrival.
The sponsoring club should outline who (e.g., club , district, student’s parents, a
combination of sources) will pay for the student to return to finish the exchange
after being evacuated in the case of political or civil unrest or other emergency case.
The Rotarian counselor and current host family should know details regarding all of
the student’s travel plans, and should ascertain that these travel plans have been
approved by the natural parents/legal guardians of the student, especially if the
exchange student is traveling to another city of country during the exchange.
(See D-5100 YEP Independent trip procedure pertaining Inbound Student)
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The district Youth Exchange officer/country officer should have in his/her
possession of the written authorization letter (or powers of attorney) to act for the
student in case of injury or death.( See student’s application form and medical
consent page: Also please refer to the Program and the Condition of Exchange
Rules, D-5100 YEC)
It is also suggested that the parents of the exchange student should issue a written
authorization letter (or powers of attorney) naming the host Rotarian counselor, host
families, and another Rotarian of the host/receiving club (preferably the host club
president), any of whom is authorized to act for the parent in the event of injury or
death.
Note: It is very important because most government departments and local
authorities require it. Some districts have the parents/legal guardians sign a number
of parental consent forms separate from the application form to ensure that each
host family and counselor has a copy of the form.
Above referenced letter of authorization by the student’s parents should also
authorize the incurring of:
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Funeral expenses(cost of claiming body, embalming, casket, compliance with legal
and government fees, and transportation of casket/body, cremation cost, etc.) to be
reimbursed from the insurance policy;
Expenses of authorized persons (Rotarian counselor and /or host parent) to act on
behalf of parent (transportation and hotel charges for travel to place of accident, etc),
to be reimbursed from the insurance policy.
The handling of expenses is important as not every host club can afford to incur such
immediate expenses. The ability of the club or district to handle immediate costs can
prevent a tragic situation from becoming worse and increasing the agony and anguish of the
student’s parents. The host Rotarian is committed to treat the exchanges as though he/she is
his or her own child and will do everything a natural parent would do. However, if a host
Rotarian has to spend a substantial amount of money for immediate needs, other Rotarians
may be discouraged from becoming host parents and counselors in the future.
It is therefore recommended that either the host Rotary club or the host Rotary district
establish an emergency fund to cover immediate expenses in the event of a tragedy. The
insurance money received will reimburse this fund. Many hosting districts require the
students to have an emergency fund to assist in the event of an emergency.
District 5100 YEP requires each student to carry US $500.00 as an emergency fund to deal
with this issue, but we may need to think further concerning the district creation of the
emergency funds and a detailed procedure to deal with a larger expense such as a group
tragedy or terrorism.
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When a tragic event occurs, things need to be done quickly. Tasks should be assigned
to the various members of the club/district emergency committee. The all party
involved in the handling of the Crisis Management are thoroughly trained, highly
informed and familiar with the procedural guidelines to be followed!
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Follow the instructions provided by the legal and law enforcement authorities
concerning the notification to next of kin or Rotary International structure within D5100 YEP. (See reference to a hand-out concerning the Crisis Management: Death)
Timely assistance to parents/legal guardian, upon #1 protocol. Coordinate
effectively with a funeral home re: burial, cremation, return of body, memorial
service/religious preference, etc.
Host district governor, and the sponsoring district governor;
Host Rotary District YE Chairperson, country officer, Inbound/Outbound Student
Coordinators, host club president, chair, counselor, and host family
Solicit an assistance and guidance from the host Rotary Club
Insurance company for coverage/reimbursement
Embassy/Consulate General Officers for assistance or advice
Things need to be considered and done for the Crisis Management Committee to deal
with the deceased Exchange Student or other relevant organizations:
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Ascertain that the deceased is the exchange student in the D-5100 YEP.
Upon notification from the local law enforcement or INTERPOL a prompt
notification be done to all of the above individuals without delay.
Contact the appropriate law enforcement authority for local regulations and obtain
necessary information re: cause of death or possibly a police report. Reclaim the
student’s possessions, especially the Passport
Contact the local hospital and mortuary for the necessary assistance re: funeral
arrangement, and a coroner for an information re: death. Obtain the death certificate.
Also work with the mortician to complete all necessary body undertaking, e.g.
embalmment by an internationally licensed embalmer to get body cross
international borders (Prevent the spread of disease). Obtain the embalmer’s
certificate. Mortician complete and handle all necessary documents, e.g., sealing
certificate (the inside of the casket must be metal-lines and sealed). Witness a
sealing (To prevent smuggling), embalmment certificate, export permit for the body
to leave the country, and import permit for the body to enter the student’s home
country. Embassy should be able to assist in obtaining above export and import
permits.
Work with a mortician to assist in the appointment of a reputable air-transport agent
to airlift the casket to the student’s home country. This is to ensure that all
connecting flights are correctly scheduled without risk of the casket being
accidentally off-loaded at an intermediate airport. The arrival flight details should
be correctly passed to the student’s parents so that they can make arrangements to
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receive the casket. Provide copies of the death certificate, embalming certificate,
casket sealing certificate, import and export permits, and passport to the transport
company and must accompany the casket on the airplane.
Hold a memorial service for the student
Remember to write a complete report to D-5100 District Governor, send copies
to Rotary International, D-5100 YEC Chairperson and to the student’s home
district and Rotary club.
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